Ordering of one-time resources

 

  • Searching in Alma, All titles, PO Lines, Physical titles.
    • Choose the correct Index, choose IZ or NZ.
    • Within each index is a secondary index to narrow results.
  • Find Bib to order (Institution Zone, Network Zone), Dup checking, Pulling in new bibs.
    • Search IZ for items already held to dup check.
    • Attach new order to IZ bib if held.
    • Search for NZ record if not held.
    • If no records in IZ or NZ import new bib from Metadata Editor (MDE), Worldcat option
      • Go to Resources > Search Resources.
      • VERY IMPORTANT: Go to  +New > Placement Options > Placement of new records and templates : Must be set to LOCAL! This will import bibs only into the IZ, not the NZ.
      • Search Cataloging Profile : Worldcat
      • Find your resource (only pull in physical item records, not Electronic resources or the workflow will change) on the WorldCat tab, Click Import and Save. 
      • Click the Order button on the top row and create your POL.
  • Order vs. Order Now.
    • Order option will que POLs to be packaged into POs in a nightly job then sent to the vendor in a complete package. Order Now will immediately package the single POL into a PO and send it.
  • Holdings & Item generated at point of ordering.
    • Inventory: Holdings and Item automatically generated on POL creation.
    • Open Millennium order migrated will not have holdings and item, must be created manually at time of receipt.
  • Order coding, required fields.
    • PO Line Type: choose best description for item being ordered. Print Monos should be Print Book - one time (not Physical - one time).
    • PO Line Owner:  Choose your Acq unit. This becomes the item location, change destination location in Item if different from your Acq unit. Owning library address will print on PO.
    • All red asterisk fields must be populated.
    • Receiving note available to relay instructions form Ordering to Receiving. Open migrated order from Millennium will contain location info here to add to new Item.
    • Enter price THEN enter fund code
    • Split funding can be achieved by adding additional funds and amounts.
    • Quantity defaults to 1.
    • Acquisitions Method: Purchase vs, Purchase At Vendor System (does not send PO letter to vendor). 
    • Enter Material Type.
    • Rush opinion checkbox. Does not print on PO! Add Rush message in Note To Vendor to relay info to vendor.
    • Identifier (ISBN) will print in PO, if multiple ISBNs are present in the bib an alternate can be chosen in Proposed Identifier.
    • Reporting codes:
      • 1st Reporting code: Acquisitions Type (firm, approval, etc.)
      • 2nd Reporting code: E-resource subaccount
      • 3rd Reporting code: Taxable/Non-taxable
      • 4th Reporting code: CDL?
      • 5th Reporting code: Blank?
    • Save and continue. 
  • Order templates.
    • Can be saved at the time of coding the POL, option in the ellipses menu (...). 
    • Name your template. Naming convention: (Acq unit)_(template description)
    • Public Template: Yes or No.
    • Save.
  • PO vs. POL. 
    • PO: Purchase Order, the package that PO Lines (POL) are bundled into. e.g.; PO-14001
    • POL: actual order and detail for individual items. e.g.; POL-212. 
    • Old PO#s from Millennium will migrate with their original PO#. e.g.; o20065838.
  • Vendor records and contacts (order, claims, etc.) relating to Alma sending letters.
    • Within the Vendor record there is a Contact Information tab. In the Email section assign the default email address for Orders & Claims. This MUST be populated for Alma to automatically send PO & Claim letters to the vendor.
    • Keep vendor contacts current. 

By psoriano on 07-06-2023